File Sharing Problems

How to Send One SharePoint Attachment to Multiple Recipients via Power Automate

Maira Mehtab Sep 22, 2026 868 views

Question details

The user wants to configure Power Automate to send the same SharePoint file attachment to multiple email recipients without creating duplicate files.

Product: SharePoint / Power Automate
Device & OS: not provided
Scenario: Automating email distribution of a SharePoint file to a mailing list or a grouped set of recipients.
Observed behavior: The goal is to collect matching recipients and send exactly one email containing the attachment to multiple addresses, rather than sending separate emails or duplicating the source file.

Before you start

Ensure you have active permissions to create and manage Power Automate flows and the necessary access to the target SharePoint document library.

Solution 1Recommended

Configure Flow Variables and Consult the Power Platform Community

Set up a flow using variables to consolidate recipient emails, ensuring only one attachment is sent. For complex grouping, seek specialist advice.

Configuring a flow to send a single attachment to multiple recipients without duplicating files requires specific loop and variable setups. If your flow currently sends separate emails for each recipient, you need to pull the recipient list into a single array variable before triggering the email action.

Initialize a String or Array Variable

Open Power Automate, edit your flow, and add an 'Initialize variable' action at the top. Set it as a String or Array to collect the email addresses of your recipients.

Append Recipients to the Variable

Use an 'Apply to each' loop if retrieving emails from a list, and use the 'Append to string variable' (separated by semicolons) or 'Append to array variable' action to gather all recipient addresses into one place.

Get SharePoint File Content

Add the 'Get file content' action for SharePoint outside and after the loop. Select the specific file you want to attach.

Configure the Send Email Action

Add the 'Send an email (V2)' action. In the 'To' field, insert the variable containing the consolidated emails. Add the retrieved SharePoint file to the Attachments section.

Consult the Community for Complex Grouping

If you are trying to conditionally group recipients or avoid duplicating source files dynamically, post your flow configuration in the Microsoft Power Platform Community where specialists can provide customized flow formulas.

Advanced Configuration Help: Specialists in the Microsoft Power Platform Community can help you configure the flow so that it collects matching recipients efficiently and sends one attachment without renaming or duplicating the source file.

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3. Send via Email: Select the 'Email' option to automatically attach the file to your default email client, allowing you to easily add multiple recipients.

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Frequently Asked Questions

Why is Power Automate sending duplicate emails for each recipient?

This usually happens if your 'Send an email' action is placed inside an 'Apply to each' loop that iterates over each recipient. To send just one email to multiple recipients, you must append the email addresses to a variable first, and place the 'Send an email' action outside of the loop.

Can I send a SharePoint file to external users using Power Automate?

Yes, you can send files as email attachments to external users, provided your organization's data loss prevention (DLP) and sharing policies permit emailing files to domains outside your organization.

Do I need premium connectors to send a SharePoint attachment?

No. The standard SharePoint 'Get file content' and Office 365 Outlook 'Send an email (V2)' connectors are sufficient for attaching and sending files, and they do not require a premium Power Automate license.

Document & File Issues